Purchasing

Introduction

This page contains the SMART training materials associated with the Purchasing module in SMART. The SMART Purchasing training materials are organized into the following sections:

Requisitions	Return to Vendor
Purchase Orders	Procurement Queries
Procurement Cards	Procurement Reports
Receipts	Denied Vendors
Supplier Contracts

Each training material section on this page contains the following elements:
- A blue section header, containing the heading for the section.
- An overview of the training materials within the section, located beneath the section header.
- The training materials for the section displayed in a list format, located beneath the section overview.
Each section of training materials contains training material items such as training guides and job aids.
Each list of training materials is displayed in alphabetical order, by title (of the training items).
Each training material item is presented with a brief summary that describes the contents of the training material.
To view the contents of a training document, simply click the title of the training document.
Some training documents may appear in more than one section (if they pertain to multiple sections).

Requisitions

This section includes training on how to enter requisitions in SMART.

Creating Requisitions Using Procurement Cards

This job aid provides instructions to create a purchase requisition using a procurement card in SMART.

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DOCX, 325.72 KB
Creating Requisitions Using the Web Catalog

This job aid provides instructions to create a purchase requisition in SMART using the web catalog for a supplier.

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DOCX, 279.38 KB
Editing Saving and Submitting Requisitions

This job aid provides instructions for editing, saving and submitting requisitions in SMART.

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DOCX, 199.15 KB
Entering Requisitions Training Guide

This training guide provides detailed instructions for entering requisitions in SMART.

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DOCX, 5.25 MB
Req Tool-2 Create Requisition Request Options

The purpose of this training document is to provide an overview to the 'Create Requisition Add Items' page in the e-Procurement module of SMART. The Agency Requisitioner role uses this page.

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DOCX, 411.31 KB
Requisition Attachments for Procurement and Contracts

When sending a Requisition to the Office of Procurement and Contracts, attachments are often required. This Job Aid will give you the steps needed to attach your documents where the Office of Procurement and Contracts can easily access them. Due to the delivered system design, Attachments at the Header level are difficult to access. Please attach all documentation at the Line level on Requisitions.

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DOCX, 366.93 KB
Requisition Status Definitions - Cheat Sheet 04-05-10

This list provides definitions for purchase requisition statuses.

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PDF, 42.82 KB
Viewing Requisition Attachments - 12-02-13

Shows you the step by step instructions of how to view an attachment on a requisition. For example: Prior Authorizations.

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PDF, 728.73 KB
Tips for Requisition Settings Page

This job aid provides tips to help navigate through the Requisition Settings page to allow ease of use when entering a Purchase Requisition.

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DOCX, 503.25 KB

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Purchase Orders (POs)

This section includes training on how to enter purchase orders SMART.

10% Match Tolerances

A match variance allowance, commonly referred to as a match tolerance, of 10% is established in SMART for the following limited category codes. These category codes are for products that often produce production overruns and are difficult to provide to the State of Kansas in exact ordered quantities.

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DOC, 483.50 KB
Byrdflt Buyer Id 9.2

This job aid describes what agencies can do prevent the Default Buyer ID (BYRDFLT) from appearing on POs and what steps will be taken if the 'BYRDFLT' Buyer ID appears on a PO.

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DOCX, 464.10 KB
Manual PO Close Process

This job aid provides steps for agencies to manually close a Purchase Order (PO) and to manually close a single PO line.

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DOC, 846.00 KB
Modifying PO Email & Fax Destinations 12-17-12

This job aid explains how to modify email and fax destinations for Purchase Orders.

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PDF, 529.92 KB
Parameters for Closing POs

The table provides information about the various fields used by the system during the close process. A Purchase Order is closed based on a combination of conditions.

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DOCX, 67.75 KB
P-Card Link Not Appearing On PO 09-05-13

There are several criteria that must be met before the 'Use Procurement Card' link will display on a PO. This job aid provides the steps to validate that each of these criteria has been met, and provides steps to resolve issues associated with these criteria.

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PDF, 1.31 MB
PO 1099 withholding indicators

This job aid provides instructions to set 1099 withholding indicators on POs.

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DOC, 409.50 KB
PO Month End Checklist 05-13-15

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DOCX, 64.05 KB
POs With Denied Vendors - 08-21-13

This job aid provides steps for making payment when a Vendor ID has been denied and strategies for vendor updates by Central.

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PDF, 977.56 KB
PO Scenarios - Cannot Pull PO Into Voucher 07-05-12

Use these four flowcharts to determine why a PO cannot be pulled into a voucher.

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PDF, 411.66 KB
PO-Tool-1---PO-Activity-Summary-Page 07-12-12

Use the Activity Summary page to review summary information pertaining to purchase orders, receipts, vouchers, payments, matching information, and RTV (Return to Vendor) information. Anyone with the 'Agency Purchasing Viewer' role can access this page and view the information on it.

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DOC, 439.46 KB
PO-Tool-2---Purchase-Order-Inquiry-Page 01-29-13

Use the Purchase Order Inquiry page to view the details of a purchase order, including PO line details, Schedule (delivery information), ChartField information, Asset Management information, and Requisition information.

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DOC, 607.87 KB
PO Tool 3 - PO Accounting Entries 02-28-13

Use the PO Accounting Entries page to view: PO (encumbrance) amounts versus Voucher (encumbrance reversal) amounts.

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DOC, 415.44 KB
PO-Tool-4---'Amount-Only'-Information 07-25-12

This document contains an overview of the 'Amount Only' option on requisitions and purchase orders in SMART.

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DOC, 312.02 KB
Purchasing End To End Business Process Flow 12-08-09

Flow chart of the end-to-end purchasing process

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DOC, 88.87 KB
Sourcing Workbench - Staging Statuses - Cheat Sheet

Description and explanation of Sourcing Workbench staging statuses.

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PDF, 44.15 KB
Working Errors on the Sourcing Workbench

If a requisition is not sourcing to a purchase order, users with the Buyer role can navigate to the sourcing workbench. This job aid gives the steps agencies should take to correct errors on the sourcing workbench

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DOCX, 740.80 KB
Printing POs

This job aid discusses printing POs from the Report Manager and from the PO Add/Update page.

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DOCX, 588.78 KB

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Procurement Cards

This section includes training on how to enter procurement card (PCard) information in SMART.

Assigning Mass P-Card Proxies 8-16-10

This job aid explains how an Agency PCard Administrator is able to assign proxies to PCards in mass.

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PDF, 266.65 KB
PCard Disputes and Incorrect Charges - 12-19-13

This job aid provides the steps that need to be taken in SMART in regard to PCard disputes and incorrect charges.

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PDF, 1.30 MB
Procurement Cards Training Guide - 01-14-14

The Procurement Cards Training Guide gives detailed information on key agency roles and tasks: Creating/Maintaining Cardholder Profiles, Associating PCards to Requisitions and Purchase Orders, Reviewing/Approving PCard Transactions, Building the PCard Voucher.

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DOC, 12.55 MB

Receipts

This section includes training on how to enter and update receipt information in SMART.

SMART Training Guide - Receipts 05-28-14

This training guide provides instructions to the SMART 'agency receiver' role on how to add and update receipts.

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DOC, 1.43 MB

Supplier Contracts

This section includes information about supplier contracts in SMART.

Entering Supplier Contracts Training Guide

This training guide defines basic Supplier Contract Entry terms and concepts, explains how Supplier Contract Entry fits into the end-to-end process for Purchasing, explains how to enter transactional Supplier Contracts into SMART and explains the business processes associated with transactional Supplier Contracts in the State of Kansas.

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PDF, 1.27 MB
Using the Contract Expiration Report - 12-24-13

This report will provide central Procurement Officers and agency purchasing staff with a summary view of contracts due to expire.

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PDF, 1022.61 KB
Viewing Contract Attachments - 8-28-13

These instructions are provided for Agency users with the 'Agency Contract Processor' role to get to the contract attachment documents and view them once the contract has been saved.

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PDF, 639.97 KB

Procurement Queries/Reports

This section provides information on how to use the procurement queries in SMART.

How to Run and Format KPO00008 (KS Budgetary Activity Report)

The purpose of this report is to provide PO information for original amount, liquidated amount remaining amount and vouchered amount.

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DOC, 1.01 MB
Using the Current Obligations Report in SMART - 11-20-13

The purpose of this report is to provide a listing of all encumbrances from Purchase Orders and Travel Authorizations and pre-encumbrances from Requisitions (for pre-encumbering agencies only) that have a remaining balance that isn't equal to zero. The report also provides the Payment Date and the Payment ID against Purchase Orders that allow for multiple payments.

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DOC, 791.50 KB
Using the KPO00009 - KS Req Appr Workflow Rpt - 01-09-14

This report will provide detail Requisition Approval Workflow Information.

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DOC, 785.00 KB
Using the KS_PO_ACTIVE_PO_CHARTFIELDS Query - 12-10-13

This query helps with clean up tasks prior to creating and/or deleting chartfield combo edits.

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PDF, 936.37 KB
Using the KS_PO_CLOSED_POS Query 04-10-12

On a monthly basis, agencies will need to review their POs that have closed and submit a help desk ticket to re-open any POs that were closed unexpectedly. This query was designed to provide a list of POs that were closed during a monthly PO close batch process.

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PDF, 581.64 KB
Using the KS_PO_CNTRCT_SPEND Query - 12-24-13

This query provides agencies with enough data to calculate contract spend provided that the Contract ID has been entered on either a Purchase Order or PCard transaction.

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PDF, 688.76 KB
Using the KS_PO_MAY_CLOSE Query 04-10-12

This query provides a list of POs that do not have system checks in place and will close if the agency does not take some action.

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PDF, 647.89 KB
Using the KS_PO_NEGATIVE_PO_LINES Query 05-02-13

Negative PO lines create unauthorized budget in the SMART system. This query identifies those POs that have a negative PO line.

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PDF, 472.67 KB
Using the KS_PO_PCARD_STATUS query - 02-18-14

The query provides results on the status of PCard transactions at the PCard transaction line level. This query does NOT include 'Closed' PCard transactions or funding/chartfield information for PCard transactions.

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DOC, 538.00 KB
Using the KS_PO_POWPCARD_NO_VCHR Query 04-01-13

This query is designed to provide a listing of Purchase Orders that have a PCard associated to them and a voucher has not bee created against the PO.

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PDF, 426.72 KB

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Return To Vendor

This section provides Return to Vendor (RTV) information in SMART.

RTV Header and Line Statuses - Cheat Sheet

Highlights the location of Return To Vendor (RTV) Header Status and Line Status, and displays descriptions of the various Header Statuses and Line Statuses.

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PDF, 144.85 KB

Denied Vendors

This section includes training on how to make a payment to a denied vendor.

POs with Denied Vendors - 09-29-14

This job aid describes how to make a payment when the Vendor ID is in 'Denied' status on the PO.

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DOC, 992.50 KB

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